EDI 940 Warehouse Shipping Order: Sending Orders to a 3PL
The supplier telling its 3PL warehouse what to ship, to whom and how.
- Document
- X12 940: Warehouse Shipping Order
- Sent by
- Supplier (depositor)
- Sent to
- 3PL warehouse
- In NetSuite
- Sales order or fulfillment request sent to the 3PL
(01)What it is
The 940 is how a company that stores goods at a third-party warehouse tells it to ship an order. It works like a pick ticket sent electronically: which items, how many, ship to whom, by which carrier.
The 3PL replies with a 945 once the order ships. Between the two, the supplier’s ERP and the warehouse each hold part of the truth about the order, which is why the matching rules matter.
Each 3PL publishes its own 940 specification, so a supplier that moves warehouses or adds a second 3PL usually has a second mapping to build and test, even though both use the same document number.
(02)What it carries
- 01The supplier’s order number and the customer’s PO number
- 02Ship-to address and requested ship date
- 03Items and quantities to ship
- 04Carrier, service level and special instructions such as labeling
In plain language. Each trading partner’s implementation guide sets the exact fields it requires.
(03)Where it fits
Documents usually exchanged before and after the 940.
(04)In NetSuite
Send the 940 from approved NetSuite sales orders (or fulfillment requests) assigned to the 3PL’s location. Send each order once, keyed by the sales order number, and decide up front how cancellations and changes reach the warehouse after the 940 has gone.
(05)Common mistakes
- 01Sending orders before they are approved or paid, so the 3PL ships orders that are later cancelled.
- 02Sending the same order twice after a timeout, so it ships twice.
- 03Changing the order in NetSuite after the 940 was sent and assuming the warehouse knows.
(06)Questions
What is an EDI 940?
The EDI 940 is the X12 warehouse shipping order: the instruction a company sends its 3PL warehouse to ship an order.
What is the difference between a 940 and an 850?
An 850 is a customer ordering from a supplier. A 940 is the supplier instructing its own warehouse to ship. A supplier using a 3PL often receives an 850 and sends a 940.
(07)More 3pl & warehouse documents
- EDI 945Warehouse Shipping AdviceThe 3PL confirming what it shipped: the items, quantities, cartons and tracking, so the supplier can fulfill, notify and bill.
- EDI 943Warehouse Stock Transfer Shipment AdviceThe supplier telling its 3PL that inventory is on the way, so the warehouse can expect and receive it.
- EDI 944Warehouse Stock Transfer Receipt AdviceThe 3PL confirming what it received, item by item, including any shortages or damage.
- EDI 947Warehouse Inventory Adjustment AdviceThe 3PL reporting stock changes that aren’t shipments or receipts: cycle counts, damage, returns and status changes.